Can I open and close periods in Rillion? If yes, how does that affect my ERP?
Yes, you can open and close periods in Rillion Prime, but you need to keep them aligned with your ERP. Periods are managed in the Periods register under Administration > Register > Periods, and your role must have permission to access this. Closing a period in Rillion only affects invoice processing in Rillion and it does not update your ERP automatically. If periods are not synchronized, invoices may fail during export, or users may be blocked from posting to the correct period. The recommended approach is to decide which system is the master for periods, usually the ERP, and ensure changes are made in both systems and use integration to keep them in sync. If you need help, contact Rillion Support or your Customer Success Manager.
What do I need to think about before deactivating a user?
Before deactivating a user in Rillion Prime, make sure the user has no invoices left to process. Reassign or handle any invoices waiting with that user. Make sure the user is not connected to any roles. Follow the step-by-step guide: How to deactivate a user in Rillion Prime. If you need help, Rillion Support will be able to assist you.
Should I use personal roles or functional roles?
Use functional roles (e.g., Marketing Manager) rather than personal names. It reduces admin overhead and maintains consistency when staff changes.
What’s the Manager Role in Flow Proposals?
It auto-adds the manager’s role based on amount thresholds, derived from the last role in the flow proposal—useful for escalations and authorization levels.
Can the GL account come from the vendor card automatically?
Yes. Use “Account from Vendor” so proposals reuse vendor defaults and only override when needed—great for efficiency and template reuse.
Why might a vendor not be identified automatically?
Common causes include new vendor not yet in the register or captured values not matching vendor card identifiers (VAT/IBAN/bank account). Update your ERP (preferred) or Rillion Prime to align values.
How do I correct invoices matched to the wrong company?
Copy the identification value shown next to the Company on the invoice, go to Administration → Register → Company → Alias, add the value, and save. Future imports will match correctly; update vendor info if registers are separate.
Can the system automatically calculate due dates?
Yes, based on payment terms. In Company → Invoice Log, enable Calculate due dates for debit invoices based on Invoice date (recommended) or Account coding date. You need to ensure that the payment terms on each vendor are updated and valid.
What are the best practices for naming and governance?
Use consistent naming for roles, flow proposals, and references; keep functional roles; review permissions regularly; and start automation with the most common scenarios, then refine rules using Analytics to improve success rates